Candidates must currently hold the Civil Service title of Administrative Assistant or be willing to take exam and be reachable per Civil Service rules.
| TITLE: | District Office Secretary |
| REPORTS TO: | Deputy Superintendent |
Purpose: The District Office Secretary will have the primary responsibility of performing a wide variety of administrative activities and tasks in support of an office and the building or department supervisor in ensuring the day-to-day functions of the building/department run smoothly. The District Office Secretary will also have the primary responsibility of being the “face” of the District Office and ensuring all patrons receive a warm and friendly greeting. This Result Oriented Job Description is in conjunction with the job description provided by the Wayne County Civil Service.
Core Values:
As a Pal-Mac staff, we believe that we can achieve our vision and accomplish our mission if, in all of our work, we focus on clearly defined and consistently demonstrated core values.
In all of our actions and interactions we:
- Focus on students
- Value the power of positive relationships
- Act with integrity and honesty
- Work with a purpose, striving for excellence, pride and passion
- Approach experiences with an open mind and a willingness to grow
- Foster safety and a sense of belonging
Expected Results:
1. The District Office Secretary will ensure the day-to-day functions of the building/department will be accomplished by:
- Providing information on the phone and to visitors, scheduling appointments, or assisting individuals as needed;
- Compiling data and background materials to assist in various administrative/professional activities;
- Maintaining and processing complex records, including computerized records requiring advanced knowledge of district services and procedures;
- Scheduling and arranging conferences, meetings, special events, etc.;
- Assisting in setting up and taking down exhibits, displays and similar materials;
- Acting as liaison for program or agency activities with administrators and participants;
- Assisting professional staff in analyzing and evaluating methods, procedures, goals and objectives, forms applications, etc.
- Composing correspondence in response to routine inquiries and issues.
- Updating lists, forms, statistical data, news releases or letters, etc.
- Completing forms required for reimbursement purposes.
- Distributing agency mail and notifying staff of meetings.
- Aiding with agency budget preparation by gathering data and compiling figures.
- Coordinating and assisting in the preparation of newsletters and informational materials.
- Assisting with agency training activities by collecting data, assembling and distributing materials and supplies.
- Making decisions in accordance with established policies and procedures.
- Preparing various documents to include, but not limited to: word processed documents, spreadsheets, and presentations.
- Reviewing claim forms and other documents for completeness, accuracy and conformity with established procedures.
- Maintaining financial records for the building/department or other organizations or groups affiliated with the building/department.
- Maintaining payroll and time sheets for applicable employees
- Maintaining records and files pertinent to the district.
- Coordinating with vendors and other outside agencies who conduct business in the district.
- Attending meetings and keeping meeting minutes.
2. The Administrative Assistant will ensure all parents, students, community members, employees, and all visitors to the Palmyra-Macedon CSD will experience the Pal-Mac Way by:
- Greeting parents, students, community members, employees, and all visitors with a friendly and helpful attitude.
- Displaying a customer service approach when working with others in person, on the phone, and through written and electronic communication.
- Being attentive to the needs of all individuals who request their assistance.
- Communicating clearly, both verbally and in writing.
- Utilizing their skills to de-escalate a situation when other people are in a heightened or excited state.
3. The Administrative Assistant will assume other duties, projects and responsibilities as assigned by the Building Administrator or Department Supervisor/Director.